Linfield College Archives
Collection Development and Use Policy
January, 2011
Prepared by:
Linda Morton-Keithley, Consulting Archivist
Northwest Digital Archives/Orbis Cascade Alliance
Adopted by:
Susan Barnes Whyte, Library Director
Kathleen Spring, Collection Management Librarian
Rachael Woody, Archivist
Development of this document supported by a grant from the National Historical Publications and
Records Commission (NHPRC)
Linfield College Archives
Collection Development and Use Policy
Table of Contents
Overview
Mission and Collecting Guidelines
[Records Retention Program for Linfield College]
Use and Reproduction of Collection Material
3
4
5
6
Appendix A – Linfield College Archives Visitor Registration Log
Appendix B – Photograph Reproduction Request form – TBD
Appendix C – Useful links
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Linfield College Archives
Collection Development and Use Policy
Overview
The Linfield College (LC) Archives supports the LC Library mission as “a teaching library serving
Linfield students, faculty, and staff by providing and encouraging access to the intellectual resources
necessary for teaching, learning and scholarly achievement in the liberal arts1.” As such, it serves as the
repository for records documenting the history and activities of the College and its predecessor and
acquired institutions – The Baptist College at McMinnville, McMinnville College and Good Samaritan
School of Nursing. In addition the archives holds material related to American Baptist history in the
Pacific Northwest, special collection books, and is in the process of developing a relationship with the
local wine industry.
The archives collection is currently distributed as follows:

American Baptists in the Northwest Collection – approximately 100 linear feet of material,
primarily published serials. The collection also includes a small number of manuscript
collections, such as church records and private papers. Some of the manuscripts are more
accurately related to Linfield College, rather than the American Baptists.

Oregon Wine History Archives – a newly-created collection that will see incoming materials in
the near future. The first installment will consist of the following wine families: David
Adelsheim of Adelsheim Vineyard, Dick Erath of Erath Winery, Diana and David Lett of Eyrie
Vineyards, Dick and Nancy Ponzi of Ponzi Vineyards, Myron Redford of Amity Vineyards, and
Susan and Bill Sokol Blosser of Sokol Blosser Winery.

Linfield College Records – approximately 354 linear feet of material, dating from the school’s
founding to present.

Linfield-Good Samaritan School of Nursing Records – approximately 16 linear feet of materials,
the majority of which pertain to the school prior to its merger with Linfield College in 1985, plus
a small number of original photographs and documents located at the Portland campus.

Special Collection Books – approximately 150 linear feet of published monographs (86 linear
feet) and LC senior theses (64 linear feet).
To date, collection development has occurred through gifts or by transfer from the appropriate
department.
The LC Archives is physically located within the Jereld R. Nicholson Library on Linfield College’s
McMinnville campus. A .5 FTE archivist oversees day-to-day operations of the Archives, including
1
See Libraries’ Mission Statement: http://www.linfield.edu/linfield-libraries/nicholson-info/library-mission.html
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Linfield College Archives
Collection Development and Use Policy
supervision of work study students, reports to the Library Director, and works in collaboration with the
Collection Management Librarian and other staff. Access to the collection is available during the
Library’s open hours, although researchers are encouraged to make an appointment with the Archivist
whenever possible, particularly for lengthy projects.
Contact information:
Rachael Woody, Archivist
Linfield College Archives
Jereld R. Nicholson Library
900 SE Baker Street
McMinnville, OR 97128
503.883.2734
rwoody@linfield.edu
Mission and Collecting Guidelines
As previously stated, the LC Archives supports the overall mission of the Library as “a teaching
library serving Linfield students, faculty, and staff by providing and encouraging access to the intellectual
resources necessary for teaching, learning and scholarly achievement in the liberal arts.” In addition,
the Archives encourages use of the collection by alumni and members of the general public. A mission
statement for the Archives itself might be:
LC Archives Mission Statement – sample
The Linfield College Archives support administrative needs of the College, historical research,
collaborative scholarship, and broader understanding of the past by providing access to unique
collections pertaining to the history of Linfield College and the region.
To accomplish this mission, the LC Archives:



Acquires, organizes, describes and preserves material of permanent historical, legal, fiscal, and
administrative value;
Provides access to the material for research and administrative purposes, unless limited by
copyright, donor-imposed restrictions, or statute;
Promotes use of the material by all means possible, including representation in appropriate online catalogs and databases, instructional programs, exhibits, and print and social media outlets.
At this time, areas of interest for the Archives are focused on Linfield College history, including the
Good Samaritan School of Nursing; American Baptist history in the Northwest; and history of the Oregon
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Linfield College Archives
Collection Development and Use Policy
wine industry. Materials outside of this criterion will be decided on a case-by-case basis. The collection
currently holds the following2:

American Baptists in the Northwest Collection - church records, memoirs, diaries,
correspondence, and serial publications related to American Baptists in the Northwest and
privately-donated materials related to the history of Linfield College. Serial publications and
manuscript materials currently held by the Archives have been described with appropriate
MARC records in the Library catalog. An EAD record for the manuscript materials will be created
and uploaded to the Northwest Digital Archives website in the near future. The collection is not
expected to see major growth in future.

Oregon Wine History Archives – incoming materials are expected to include promotional
materials, wine labels, planning documents, research notes, photographic images,
correspondence, maps, publications, news clippings, and oral history interviews. The initial
donation of material for this collection is expected in early 2012. Appropriate MARC and EAD
records, at the collection level, should be created and uploaded no later than six months after
each donation arrives. The EAD record can be further enhanced as time permits.

The Special Collection books will remain part of the Archives and are expected to see some
growth in future, particularly the LC senior theses. The existing collection has been described
with appropriate MARC records in the Library catalog.

Linfield College Records– records of academic departments, administrative units and
organizations; college and student publications; records and papers produced by organizations,
groups and individuals; and special format materials. Records may include both hard copy and
electronic formats. The existing collection has not been processed although a collection level
MARC record has been added to the Library catalog. An EAD record will be created and
uploaded to the Northwest Digital Archives website at some point in the future. The collection
is expected to grow.

Linfield-Good Samaritan School of Nursing Records – photographs and scrapbooks, pamphlets
and brochures, manuals, programs, handbooks, correspondence, newsletters, yearbooks,
reunion and alumni association materials, and documents relating to Emily Loveridge, founder
and long-time director of the nursing program.
It should be noted that the LC Archives cannot appraise materials for income tax purposes or assign
monetary value. If the potential donor needs such an appraisal, it is their responsibility to obtain the
appraisal at their own expense.
[Records Retention Program for Linfield College3]
2
A full Collection Development Plan for Nicholson Library, including the Archives, is expected to be completed by
the end of 2012.
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Linfield College Archives
Collection Development and Use Policy
Use and Reproduction of Collection Materials
Linfield College Archives provides equal access to collections for students, faculty, staff, alumni and
the general public, unless specifically prohibited by donor-imposed restrictions, copyright, or statute.
Use of the collections is encouraged for research, publication, curriculum development, exhibits, and
other purposes, to the extent possible without causing damage to original materials. The “Linfield
College Archives Visitor Registration Log,” intended primarily for on-site researchers, is available in the
Appendix A and includes guidelines for accessing and handling the collections.
Reproductions of collection materials may be made in accordance with the following copyright
policy:
The Linfield College Archives makes reproductions available for research, publication, and other
uses. Written permission must be obtained from the Linfield College Archives before any
reproduction use. Linfield College holds copyright to all materials unless noted otherwise. In
such cases, permission for use may require seeking additional authorization from those
copyright owners. The status of copyright is governed by the Copyright Law of the U. S. (Title
17, U.S.C.).
The prevailing University-wide fee for copies will be charged for all reproductions.
Photographic images, including those on the LC Archives and Digital Commons@Linfield web sites,
are provided for personal reference use only. (See: Photograph Reproduction Request form – Appendix
B) Use of images for publication, exhibition or other commercial purposes requires written permission of
the LC Archives and possible payment of fees. Photographs must be credited to the Linfield College
Archives and to the photographer or creator (if known); citations will be noted in the collection MARC
and EAD record. Images must not be altered (cropped/overcopied, edited in software, etc.) without
written permission of the LC Archives.
In granting permission for publication or other use, the LC Archives does not surrender its right to
exhibit, publish, or otherwise reproduce the materials. It is the user's responsibility to guard against the
infringement of rights that might be held by others. The LC Archives is not responsible for the improper
or illegal use of any copies of materials held in its collection.
The use of certain documents may be restricted by statute, the office of origin, or donor. The
researcher assumes full responsibility for fulfilling the terms connected with the use of restricted
material. For the protection of its holdings, the Archives also reserves the right to restrict access to or
use of materials which are not processed or are being processed, materials of exceptional value, and
fragile materials.
3
At this time, Linfield College does not have an active records management program in which records of
permanent historical value are transferred to the Archives. Consideration of such should be given in the near
future.
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Linfield College Archives
Collection Development and Use Policy
The following format is recommended for citation of materials from the Archives:
[item identification], [collection name], Linfield College Archives, McMinnville, Oregon.
Additional documents pertaining to management of the Linfield College Archives, and also prepared
under auspices of a grant from the National Historical Publications and Records Commission; include:



Linfield College Collection Survey
Linfield College Accession and Description Manual
Linfield College Advocacy and Outreach Guidelines
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Linfield College Archives
Collection Development and Use Policy
Appendix A –
Linfield College Archives Visitor Registration form
Note: this form would be for on-site visitors and used to document the specific materials being
requested, in addition to informing researchers as to appropriate handling of the collection. A separate
system will be necessary to track off-site requests, i.e. those via email, telephone, fax or U.S. mail. Such
a system could be placed on a shared drive, with all staff instructed to record appropriate information as
it is received, or could be a simple paper log placed in the archives itself, again with staff instructed to
note whenever material is accessed in response to a request for information.
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Linfield College Archives
Collection Development and Use Policy
Linfield College Archives Visitor Registration Log
Date
Nicholson Library staff
Arrival time
Departure time
Visitor name (please print)
Linfield College
Non-Linfield College
o
o
o
o
o
o
o
o
o
o
Student
Faculty
Staff/administration
Alumni
University/college student
University/college faculty or staff
K-12 teacher
Geneaologist/family historian
Avocational researcher
Other:
Visitor contact information
Email:______________________________________________
Phone:_____________________________________________
Address:____________________________________________________________________________________________________
___________________________________________________________________________________________________________
Comments
IMPORTANT: VISITORS, PLEASE READ THE REVERSE SIDE OF THIS FORM, THEN SIGN BELOW.
Copyright Statement
Linfield College Archives provides access to its collections in order to support research and education. Some
materials in these collections may be protected by the U.S. Copyright Law (Title 17, U.S.C.). In addition, the use or
reproduction of some items may be restricted by the terms of the gift or purchase agreements, donor restrictions,
privacy and publicity rights, or college policy. It is the user's responsibility to determine and satisfy copyright or any
other use restrictions when publishing or otherwise disseminating materials found in the collections.
Thank you for visiting the Linfield College Archives.
Visitor signature:
Date:
(over)
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Linfield College Archives
Collection Development and Use Policy
Guidelines for Researchers Using the Linfield College Archives
Materials in the Linfield College Archives are collected to serve a variety of administrative,
educational, and research purposes. Unless specifically restricted by the donor, copyright, statute, or
physical condition, all materials are available to the public. Do keep in mind, however, that the Archives
holds many unique items, some of which are extremely old and in fragile condition. Researchers are
asked to follow these guidelines:







Feel free to ask the Archivist or any Librarian to help you access material in the Archives. If you
anticipate a substantial research project, please make an appointment with the Archivist.
Archives collections are non-circulating; they must be used in the designated area of Nicholson
Library and can’t be checked out.
Archives collections are stored in a closed-stack area; staff will bring requested material to you.
Food and drink are not allowed when using the Archives collection.
Materials must be handled with care to ensure their availability for future generations. Do not:
o mark on material or erase existing marks;
o use fountain pens, felt-tipped pens, or similar writing instruments;
o write notes on top of material;
o make tracings or rubbings;
o rest books or other objects on the surface of the items;
o touch the surface of loose sheets, book pages or photographic images;
o apply paper clips, fasteners, tape, sticky notes or rubber bands.
Check with the Archivist or Librarian before making copies. Use of personal copying devices such as
scanners and cameras requires the advance permission of the Archivist.
If staples, paper clips or other fasteners need to be removed, ask the Archivist or a Librarian for
assistance.
Thank you
(over)
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Linfield College Archives
Collection Development and Use Policy
Appendix B Photograph Reproduction Request form – TBD
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Linfield College Archives
Collection Development and Use Policy
Appendix C –
Useful Links

SAA Guidelines for Access to Original Research Materials http://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelinesfor-access-to-original-research-materials

SAA Code of Ethics for Archivists - http://www2.archivists.org/standards/code-of-ethics-forarchivists

SAA Best Practices for Working with Archives Researchers with Physical Disabilities –
http://www2.archivists.org/standards/best-practices-for-working-with-archives-researcherswith-physical-disabilities

SAA Guidelines for College and University Archives http://www2.archivists.org/standards/guidelines-for-college-and-university-archives

SAA Best Practices for Orphan Works –
http://www.archivists.org/standards/OWBP-V4.pdf
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